Recruitment and New Member Education Guidelines Fall 2021

New Member Education Guidelines 1

Recruitment and New Member Education Guidelines Fall 2021

In order to ensure a safe and seamless a recruitment and new member education

process it is necessary that the Fraternity and Sorority Life Office establish a

timeline for membership recruitment and new member education procedures. This

packet will assist organizations in planning and conducting membership

recruitment and new member education for the upcoming semester.

The completion of these documents is required for all chapters that participate in

membership recruitment and new member education at the University of North

Carolina at Pembroke. It is important that the all guidelines are followed, failure to

do so will result in actions being taken by the Fraternity and Sorority Life Office,

Student Conduct as well as contacting respective chapter’s advisor and national

headquarters.

Privacy Statement To protect the interests, privacy and confidentiality of the

students involved in the membership intake process no one other than the

Fraternity and Sorority Life Office will have access to these documents. While

access to these documents will be restricted, university administrators, chapter

advisors, and/or representatives from the national headquarters.

Important Dates Fall 2021 of Intake

Recruitment Window Opens: Wednesday, August 18, 2021

Recruitment & New Membership Education Form due: Friday, September 17, 2021 at 4:00pm

Fall Break (No Activities): Thursday, October 14 – Friday, October 16, 2021

Recruitment & New Membership Window Closes: Sunday, November 14, 2021

Thanksgiving Break: Thursday, November 25 – Friday, November 27, 2021

Final Exams: Monday, December 6 – Friday, December 10, 2021

New Member Education Guidelines 2

Recruitment and New Member Education Guidelines

Table of Contents

Recruitment Purpose 2

Meetings and Documentation 2

Recruitment Event Guidelines 3

Extending Bids 3

New Member Education and Activities 3

Hazing 4

Violations 4

Checklist 5

Anti-Hazing Compliance Form 7

Verification of Aspirants Form 8

New Member Roster Addition Form 12

New Member Education Guidelines 3

Recruitment & New Member Education Purpose Fraternity and Sorority Recruitment and New Member Education is the lifeline of the community.

New members bring fresh ideas and perspectives while upholding the values of their respective

organizations. The purpose of these guidelines is to provide structure and uniformity for the

fraternities and sororities that participate in recruitment.

Chapter members, chapter advisors, and Fraternity and Sorority Life staff will work together to

ensure a successful and positive experience for all involved. In order for the Fraternity and Sorority

Life staff to assist chapters with the recruitment and new member education process and avoid

potential problems, chapters must adhere to the following guidelines if they are to conduct

recruitment at UNC Pembroke.

To protect the interest and privacy of chapters, Fraternity and Sorority Life staff will keep all

information submitted private. University staff, chapter advisors, respective regional or

(inter)national representatives, chapter presidents, and potential/new member educators will only

have access to this information on a need to know basis.

Meetings and Documentation Prior to the start of new member activities, the chapter president, recruitment chair, and new

member educator will meet with the Fraternity and Sorority Life staff at. At this meeting the

chapter will provide the following:

1. A completed Notice of Recruitment and New Member Education Form with original

signatures of chapter president and advisor

2. Calendar of recruitment and new member education

a) A timeline of any recruitment and new member education activities with date, time,

and location b) Start date of recruitment and potential/new member education

c) Discussion points

d) Initiation date and location

e) Any additional dates pertinent to the specific organization

3. Fraternity/Sorority (inter)national organization’s risk management policy and new

member education guidelines on file with the Fraternity and Sorority Life office

a) A copy of the risk management policy and new member education guidelines should

be submitted with the Recruitment and New Member Education Form

b) All (inter)national and/or regional paperwork that requires a signature from the

Fraternity and Sorority Life staff.

4. Recruitment marketing materials

a) All advertising must promote the organization in a positive manner

b) All advertising must have the date, time, location, and the University ADA statement

(Alternative Format Statement)

c) No references to alcohol or illegal substances are permitted on any form of

advertisement

d) All digital marketing material should be submitted in the format of PNG or JPG

e) All advertising must be submitted to Fraternity and Sorority Life staff at least 14 days

before to the first recruitment event for approval

New Member Education Guidelines 4

Recruitment Event Guidelines Chapters hosting recruitment events must adhere to these guidelines:

1. The event(s) must be on the Recruitment & New Member Education Calendar submitted

to Fraternity and Sorority Life staff. (page 11 of this document)

2. The event must foster a supportive environment that is free of alcohol and illegal

substances.

3. The event should comply with the North American Interfraternity Council (NIC)/

National Panhellenic Council (NPC) and (inter)national organizations recruitment

guidelines.

Eligibility to Extend Bids Any student attending the University of North Carolina at Pembroke and meets the following

requirements:

1. Registered student at the University of North Carolina at Pembroke

2. At least a 2.5 cumulative grade point average

3. All potential new members must sign a Verification of Aspirants Form* or register

through ICS in order to verify requirements.

*Verification of Aspirants Form can be found on page 8 of the Recruitment and

New Member Education Guidelines

New Member Education and Activities Guidelines After the chapter’s Recruitment Packet is reviewed and approved by the Fraternity and Sorority

Life staff, chapters are responsible for the following:

1. Submitting a Verification of Aspirants Form that includes potential new members that

chapter have expressed interest in joining the chapter.

2. A Fraternity and Sorority Life staff member has verified the academic eligibility of a 2.5

cumulative GPA or higher.

3. Chapter new member educator and new member education committee is in good standing

with the inter(national) organization, fraternity/sorority, and UNC Pembroke.

4. Chapter new member educator and new member education committee is on the chapter’s

roster with the intern(national) organization, BraveConnect, and Fraternity and Sorority

Life.

5. The chapter must have all potential new members sign the New Member Roster Addition

Form and turn into the office within four (4) days of their pinning/pledging ceremony. 6. The new member education process will last no longer than 6 weeks. If a chapter’s

regional or (inter)national organization standards require and/or allow a new member

education period of fewer than 6 weeks, the organization will complete its new member

education process within the shorter time frame.

7. All potential new member education activities must be held on campus. Approval to

host any potential/ new member education activities off-campus needs to be approved by

the Fraternity and Sorority Life staff. Any potential/new member education and activities

approved to be off-campus must have an advisor or (inter)national staff member present.

8. Chapters must review and provide the following information on the first day of the new

member education session:

❏ (Inter)national Policies

❏ New Member Education Calendar

❏ Anti-Hazing Policy (UNCP Student

Handbook, pg 79)

New Member Education Guidelines 5

Anti-Hazing Policy Any violations of the University Anti-Hazing Policy (UNCP Student Handbook, pg 79) will result

in a referral to the Office of Student Conduct. Organizations found responsible for hazing will be

subject to penalties outlined by the UNC Pembroke Student Handbook, as well as any sanctions

outlined by the (inter)national organization.

Each chapter is responsible for providing their members with education and information about

hazing. The UNC Pembroke hazing policy and (inter)national hazing policy must be reviewed at

the beginning of each semester. All chapters must re-sign the Chapter Hazing Compliance form

each semester.

Violations Violations of the new member education process may result in a loss of privileges. Loss of

privileges is based upon the infractions and is at the discretion Office of Student Conduct with

partnership with the Fraternity and Sorority Life Office. Violations include, but are not limited

to: 1. Intentional submission of improper paperwork:

a. Changing of dates on forms without notifying Fraternity and Sorority Life staff via

email

b. Falsifying original signatures

c. Incomplete paperwork

d. Paperwork is not turned in on due dates

2. Holding new member education without adhering to the UNC Pembroke New Member

Education Guidelines.

3. Without the submission of the required paperwork, new member education will not be

approved. In the event that new member education activities begin without the knowledge

and approval of from Fraternity and Sorority Life, and/or the chapter has not adhered to

these written New Member Education Guidelines, new member education activities will

cease immediately.

4. Disregarding academic performance by hosting new member activities that conflict with

academic commitments.

5. Hosting new member activities outside of the scheduled and/or approved times.

● new member activities should conclude no later than 12:00 midnight if classes are

being held the next day (Sunday through Thursday).

6. Each chapter is responsible for conducting initiation according to (inter)national policies

and in compliance with any University regulations:

● “Hell Weeks” are prohibited.

● Initiation activities should conclude no later than 12:00 midnight if classes are

being held the next day (Sunday through Thursday).

7. Requiring new members to stay overnight at the house/apartment/retreat facility.

New Member Education Guidelines 6

Checklist Each chapter must have the following information on file in the Fraternity and Sorority Life

office:

❏ Recruitment and New Member Education Form must be completed and on file no

later than 14 days before the 1st recruitment event.

❏ Updated roster on BraveConnect and on file with Fraternity and Sorority Life.

❏ A current list of chapter officers with current and accurate contact information via

BraveConnect and with Fraternity and Sorority Life.

❏ A current list of all members directly involved in new member education (see Notice of

Recruitment and New Member Education Form in this document).

❏ New member coordinator, orientation officer, intake coordinator, any assistants,

committee members, etc.

❏ Current contact information for the chapter advisor and any other alumni officers

specifically any alumni assigned to work with new member education.

❏ Off-Campus Advisor Form needs to be on file with the Fraternity and Sorority Life

Office.

❏ Advisor Agreement Form can be accessed on BraveConnect in the Campus Links

section.

❏ Anti-Hazing Compliance Form signed by the chapter president & new member

educator on file with Fraternity and Sorority Life for every semester recruitment and

new member education is conducted.

❏ This is due 14 days before the formal pinning/pledging ceremony. ❏ Chapter minutes indicating that the anti-hazing policy was read & reviewed with the

chapter.

❏ A current new member education program/syllabus/survey, new member manual,

(inter)national and local handbooks must be on file with the Fraternity and Sorority Life

office.

❏ A calendar of new member events and dates (meetings, socials, initiations, projects).

❏ See Recruitment and New Member Education Calendar in this document

❏ New Member Roster Form(s) must be completed and on file no later than four (4)

days after the formal pinning/pledging ceremony.

❏ Schedule anti-hazing presentation given by a Campus Engagement and Leadership

staff member.

Timeline of Documents:

Anti-Hazing Compliance Form due.

New Member Roster Form(s).

Recruitment Advertisements Notice of Recruitment & New Member Education

Form due.

14 days before first

recruitment event

14 days before formal

pinning/pledging ceremony.

Four (4) days after formal

pinning/pledging ceremony.

Schedule anti-hazing

presentation

New Member Education Guidelines 7

Notice of Recruitment & New Member Education

2020-2021

Fraternity/Sorority conducting recruitment & new member education ______________________

Semester and Year conducting recruitment & new member education______________________

Recruitment will start on________________

Bids are distributed on _________________

Education of new members be _____________________

Education of new members ends on _________________

Initiation will be on _________________

*The end date of new member education must be within 8 weeks after the beginning of new

member education.

The chapter member(s) below indicated the chapter recruitment chair, new member education

educator and their committee, and the chapter advisor overseeing recruitment and or new

member education.

First and Last Name Title Email Phone #

By signing this document, I understand the Recruitment and New Member Education Guidelines,

UNC Pembroke Student Handbook as it pertains to Fraternity and Sorority Life Risk

Management Policy, Hazing, and Sexual Abuse and Harassment. I will follow these guidelines,

complete and turn in all documents, and follow your (inter)national organization policies.

____________________ ________________________ ___________________

Chapter President Name Chapter President Signature Date

____________________ __________________________ ___________________

Recruitment Chair Name Recruitment Chair Signature Date

____________________ __________________________ ___________________

New Member Educator New Member Educator Signature Date

____________________ ______________________ ___________________

Chapter Advisor Name Chapter Advisor Signature Date

New Member Education Guidelines 8

Anti-Hazing Compliance Form Due 14 days before formal pinning/pledging ceremony.

The University of North Carolina at Pembroke prohibits hazing in any form. All fraternities and

sororities must file this form with the Fraternity and Sorority Life Office before any intake

activities may begin.

The University of North Carolina at Pembroke Hazing Policy

No student(s), organization(s), or athletic team(s) shall conduct or condone hazing activities.

Hazing is defined as: “Any action is taken or situation created intentionally or unintentionally,

with or without consent of the person being hazed, whether on or off-campus, to produce mental

or physical discomfort, embarrassment, harassment, ridicule, or any other activities which are not

consistent with academic achievement, and the regulations and policies of UNC Pembroke, or

North Carolina state law (see Student Handbook Section Administrative Policies)

To report hazing confidentially, visit:

(https://www.uncp.edu/campus-life/campus-engagement-and-leadership/fraternity-and-sorority-

life/hazing-prevention/how)

Anti-Hazing Agreement

We (Fraternity or Sorority mentioned below), the undersigned, certify the following:

1. We (Fraternity or Sorority mentioned below) have read AND understand the University of North

Carolina at Pembroke Hazing Policy.

2. We (Fraternity or Sorority mentioned below) have read AND understand our National

Organization’s Hazing Policy.

3. We (Fraternity or Sorority mentioned below) verify that this policy will be read to our chapter

members.

4. We (Fraternity or Sorority mentioned below) verify that all activities sponsored and/or required

by our chapter, in whole or part, comply with the Recruitment and New Member Education

Guidelines and our National Organization’s Hazing Policy.

5. We (Fraternity or Sorority mentioned below) verify that all our new members will be fully

initiated, using all local and national ceremonies, by the established initiation deadline.

6. We (Fraternity or Sorority mentioned below) further verify that all new member activities will

be completed prior to midnight.

7. Failure of my organization to uphold this policy will result in the referral of:

a. My organization to the discipline of the Fraternity and Sorority Life and or Student

Conduct Office

b. Any individual members to the campus police for criminal prosecution

c. The president and new member educator/intake coordinator for supplying false

information to the University (if they knew of hazing and didn’t take the steps to stop it)

By signing this form, we (Fraternity or Sorority mentioned below) agree to abide by the above

statements.

Fraternity or Sorority: __________________________________

Chapter President Name (first and last): ______________________________

Chapter President (signature, date): _________________________________

Chapter New Member Educator Name (first and last): _____________________________

Chapter New Member Educator (signature, date): ________________________________

New Member Education Guidelines 9

Verification of Aspirants Form

Fraternity/Sorority___________________________________________________

We hereby declare that on ____________ (date of mtg.), the following individuals participated in

an interest meeting and are considering the process of membership selection. If selected, these

aspirants will be duly initiated into the organization pending the decision of the regional/national/

representatives.

______________________ _______________________

Chapter President Signature Chapter Advisor Signature

Fraternity and Sorority Life

Office will fill out this section

Please Print

Aspirant’s Name

Signature: I wish to waive my rights granted to me by

the Family Educational Rights and Privacy Act of 1974

and permit UNCP to release academic and student

conduct information about me to my Sorority/Fraternity.

I understand that this waiver will be in effect until I

notify the Fraternity/Sorority Life Office that no longer

wish to allow such information to be released.

Banner ID

Hours

Completed

Cumulative

GPA

1 840

2 840

3 840

4 840

5 840

6 840

7 840

8 840

9 840

10 840

11 840

12 840

13 840

14 840

15 840

New Member Education Guidelines 10

Fraternity and Sorority Life Office will fill out this section

Please Print

Aspirant’s Name

Banner ID Hours

Completed

Cumulative

GPA

16 840

17 840

18 840

19 840

20 840

21 840

22 840

23 840

24 840

25 840

26 840

27 840

28 840

29 840

30 840

31 840

32 840

33 840

34 840

35 840

Department Use Only:____________________ Date Received:____________________

New Member Education Guidelines 11

Recruitment and New Member Education Calendar: Example document Date Function Location Time

8/15/2020 Welcome BBQ Quad 12:00-3:00pm

8/20/2020 Tabling UC/Health Science 11:00am-3:00pm

8/26/2020 Meet the Greeks Jones Center 7:00pm-9:00pm

9/3/2020 Meet & Greet UC Patio 5:00pm-7:00pm

9/6/2020 Flag Football Lumbee Field 3:00pm -6:00pm

9/7/2020 Interviews UC 251 2:00pm-4:00pm

9/10/2020 Bids Handout Health Science 1117 5:00 pm-6:00pm

9/13/2020 Orientation UC 225 6:00pm-7:30pm

9/27/2020 Formal Pinning UC 225 6:00pm-7:30pm

10/2/2020 Retreat Camp Rockfish Leave at 5:00pm

10/3/2020 Retreat Camp Rockfish All Day

10/4/2020 Retreat Camp Rockfish Arrive by 12:00pm

10/11/2020 History of XYZ UC 225 6:00pm-7:30pm

New Member Education Guidelines 12

Recruitment and New Member Education Calendar

Date Function Location Time

New Member Education Guidelines 13

NEW MEMBER ROSTER ADDITION FORM CONSENT TO RELEASE STUDENT RECORDS

NAME:(please.print)_______________________________ORGANIZATION:_____________________________

BraveMail: ______________ @bravemail.uncp.edu PHONE: ___________________________________

Student Identification Number:______________________

I, ___________________________________________ (please print), do hereby authorize the University of North

Carolina at Pembroke to release my academic report (semester and cumulative GPA) to the Fraternity/Sorority

President and/or Scholarship Chair, Chapter Advisors, and to the National Headquarters of the organization listed

above. I understand that this information will be used in reporting for Fraternity and Sorority Life and in determining

my eligibility for scholarship consideration, verification of registration, and minimum chapter grade point

requirements, for as long as I am affiliated with the fraternity/sorority system at UNC Pembroke. If I no longer wish

to have my records released, I understand that I must make a request, in writing, to Fraternity and Sorority Life. I

understand that, upon request, I may obtain a copy of this information for my personal use.

ANTI-HAZING AGREEMENT

I, ___________________________________________(please print), have been informed of the University’s and my

(Inter)National Organization’s policies against hazing. I understand what constitutes hazing and know that these

practices are not only harmful but also have no place in Greek-letter organizations. I know that hazing cannot be a

part of my education or initiation; and that if I am hazed, my chapter is violating the policies of the University, their

(inter)national organization, and North Carolina State Law. I understand that my participation in hazing activities

may result in numerous consequences including but not limited to loss of membership and other privileges, as well as

subjecting myself to University and/or legal disciplinary action. I know that if I become aware of any hazing activities,

I should notify the proper authorities, including, but not limited to, Campus Engagement and Leadership, Division of

Student Affairs, Student Conduct, National Organization Headquarters and/or local police department. To initially

report incidents of hazing, please contact the Fraternity and Sorority Life, located in the University Center room 225,

by phone 910-775-4307 or email [email protected].

By signing this document, I do hereby agree to the terms and statements listed above and understand that at any time,

I may retract this document and the release of my student records by contacting the Fraternity and Sonority Life Office.

___________________________________ ____________________

MEMBER SIGNATURE DATE

____________________________________ ____________________

CHAPTER PRESIDENT SIGNATURE DATE

FOR OFFICE USE ONLY: ACADEMIC SEMESTER: __________________ CLASS STANDING: FR SO JR SR 5-yr

*CUMULATIVE GPA: ___________ *PREVIOUS SEMESTER GPA: ___________ BANNER ID:

______________ *If first semester freshman, please list high school GPA.

RECEIVED ON: ______________________ RECEIVED BY:

_________________________________________ ACKNOWLEDGEMENT: ______ (DIRECTOR) RECORDED ON ROSTER: _______